Travel Agent Reservation Process and Management

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Overview

Travel Agent Reservations can be made directly onto the Grid. The configured commission percentage or flat fee will automatically be calculated according to the reservation created.

Prerequisites

  • Access to the Travel Agent Business Record.
  • Ability to search and select the Travel Agent name.

Steps

Travel Agent Record

  1. Search for the Travel Agent Business Record.
  2. Click on the Search button and select the Business tab.
  3. Enter the Travel Agent name and click Search.

Making the Reservation

  1. Select the dates and required Unit Type.
  2. Press Rez Quote or Submit.
  3. Alternatively, use the Calendar Quote Tool:
    - Enter the arrival date and number of nights.
    - Press Submit.
  4. Select the required Unit Type.
  5. Enter the number of occupants and press Submit.

Guest Folio

  • Travel Agent Reservation Guest Folios display similarly to Group Reservations and Corporate Reservations.
  • The Guest Folio will display two levels:
  • Travel Agent Summary Level: Displays the Travel Agent Business Details.
  • A level for each booking.

  1. Select each Booking within the Rez Details to enter each guest’s names and Occupancy Details.
  2. Enter any additional Reservation information required.
  3. Enter the Alternate Confirmation number given by the Travel Agent into the Alt Conf field, within Booking Details.

  1. Press Submit to finalize the bookings.

Charges/Payments Tab

  1. Click on the Charges/Payments tab.
  2. The Charges/Payments tab will display the transactions for each booking.
    - Travel Agent Summary Level will display the Commission amounts for the reservation. This amount will adjust with any changes to the reservation (i.e., occupant, Unit Type, and/or Date changes).
    - Booking(s) Level(s) will display the Reservation Charges and Transactions for that booking, as per normal.

Checking Out Reservation

  • When the reservation is due to check out, ensure all the reservation(s) balance(s) have been paid.
  • Check out the reservation as per normal.

Commission Transfer

  • Once the reservation has been checked out, the commission amount in the Travel Agent Summary Level will automatically transfer to the Travel Agent’s AP Account.
  • To view the Travel Agent’s Account, click the Acct button in the Rez Details tab of the Travel Agent Summary Level.

Reservation History

  • The Travel Agent’s reservations can be located and viewed within both the Travel Agent’s Business Record and the Clients’ Records Reservation History.
  • Alternatively, search for the Travel Agent or the Client on the Availability Grid and click History on the Selected Client dropdown.

Troubleshooting

  • Ensure the Travel Agent name is correctly entered in the search to locate the correct Business Record.
  • Verify all reservation details are correctly entered before finalizing the booking.
  • Check that all balances are paid before checking out the reservation.